For Outsourcing of BIO Medical Waste Management Service DEOGARH DEPARTMENT OF HEALTH AND FAMILY WELFARE GOVERNMENT OF ODISHA Tender Reference No RKSDHH/ 1586(4) Dated: 14.03.2016
TERMS OF REFERENCE (TOR) FOR OUTSOURCING OF BIOMEDICAL WASTE MANAGEMENT SERVICES AT DISTRICT HEADQUARTER HOSPITAL AND CHC OF DEOGARH DISTRICT. ELIGIBILITY 1. The tenderer shall be registered firm/ Agency/ Company. 2. It shall have valid EPF, ESI & Service Tax Registration Certificate. 3. It must have PAN Card in the name of the Firm/ Agency/ Company. 4. It must have valid labour license with up to date payment. 5. It must not have any previous record of contract termination or left out of the job etc. 6. Three-years of experience in Biomedical Waste Management in a 60 bedded hospital setup shall be an added advantage. General Terms & Conditions 1. The Tender should be properly sealed & subscribed on the envelope Tender for Engagement of Outsourcing Agency under BMW Activities for CDMO, DEOGARH. 2. Cover & Documents- The following documents should be furnished in a sealed cover with Index & Page No. a) The tender document should be accompanied with Bank Draft of Rs 2,000/- (Cost of Tender Document) from State Bank of India in favour of Rogi Kalyan Samiti, DHH, DEOGARH (Non Refundable). b) Detail Name & Address along with the contact number & email address of the Director, Managing Partner/ Proprietor of the Firm. c) Attested copy income/solvency proof of last 3 years (fy 2012 13,2013 14 &2014 15) audited profit & loss a/c & balance sheet with IT return copy of above years. d) Attested Copy of the PAN Card. e) Attested Copy of the VAT (TIN/SRIN) Clearance Certificate in Form of VAT-612. f) Quoted Price List signed by the Tenderer with seal. g) Experience Certificate if Any. h) EMD of Rs. 5,000- (Five Thousand) in Shape of DD/ Bankers Cheque drawn in State Bank of India in Favour of the Rogi Kalyan Samiti, DHH, DEOGARH (Refundable). i) Original Documents should be produced for verification at the time of the opening of the Tender. 3. The EMD of the unsuccessful bidder will be returned after finalisation of the tender process. 4. The EMD of successful bidder will be returned after the completion of the agreement of Outsourcing Agency with CDMO, DEOGARH. 5. The EMD will be forfeited if the bidder fails/ refuse to execute the order of the CDMO, DEOGARH. 6. Tender should be type write/ computerised without any correction & overwriting. TERMS OF REFERANCE 1. The agency to have valid authorization from State Pollution Control Board, Odisha for treatment and disposal of biomedical wastes. After signing the MOU with the district Health authority, the Agency has to submit the Authorization from the SPCB, Odisha within 60 (Sixty) days of time, failing which, the said MOU will be forfeited.
2. All the workers engaged by the outsourcing agency must have uniform with Logo of the Outsourcing agency & name of the hospital. The Outsourcing Agency shall furnish the List of Staff (above 18 years of age only) with Proof of Identity, mobile nos. and address to the concerned Authority after finalization of the Outsourcing of services. 3. All staffs of the organization shall bear photo identity cards during the period of work, which shall be duly signed by the Head of the concerned Hospital (ADMO (Med) for DHH; MO I/C for CHCs of DEOGARH ) and representative of the Organization. 4. All the manpower to be engaged by the out sourcing agency will be covered under the statutory government Rules & Regulations framed from time to time by the District Health Authority. 5. The concerned authority of the hospital may instruct the Out Sourcing agency to withdraw any of his workers from the hospital without assigning any reasons, with 24 hours prior intimation. 6. The Out Sourcing Agency will abide by all the rules and regulations relating to labour laws, accident, workmen compensation act, workmen insurance, ESI, EPF etc. This will be the sole responsibility of the Out Sourcing Agency. The hospital authority will not be a party at any stage to any kind of dispute relating to the above. In case of any liability arises due to nonperformance by the contractor, under no circumstances, the hospital authority shall be liable for the same. 7. Any damage/ pilferage to the hospital property due to mishandling, carelessness of the Outsourcing Agency or his workmen will be recoverable from the out sourcing agencies monthly bill and all materials/logistics/equipment issued to the contractor shall be his/her sole responsibility during the period of the contract. 8. The Outsourcing Agency will depute a qualified and dedicated staff to manage the waste management activity in the hospital and will coordinate in executing the same with the waste management committee of the hospital and be responsible for supervision of the work. 9. The contractor shall have one branch office near the hospital for easy communication with the district Health Authority. 10. All the employees will have to be covered under insurance against any personal accidents and the hospital authority will not be liable for payment of any compensation on that account. 11. During execution of work, the contractor will follow all standard norms of safety measures / precautions to avoid accidents/ damages to men, machines and buildings, etc. On nonperformance to this clause suitable fines as decided by the Hospital Authority will be imposed. 12. Generator of the bio-medical waste is responsible for providing segregated waste to the contractor. The wastes shall be segregated as per the provisions of the Biomedical Waste (Handling & Management) Rules 1998. The contractor shall not accept the non-segregated waste and such incident shall be reported to the prescribed authority. 13. Temporary storage within 48 hours at Health care Units shall be in designated colour coded container with cover. The designated colour bags will be put in respective coloured bins and lifted from time to time after they become two third full. Bags are to be closed by tying a string and taken to the plant site for disposal. Each bag shall be labelled as per the Schedule III & IV of the BMW (H&M) Rules 1998. The coloured containers shall be strong enough to withstand any possible damage that may occur during loading, transportation or unloading of such containers. These containers shall also be labelled as per the Schedule - III of the rules. Sharps shall be collected in Puncture Proof Container. The person responsible for collection of Bio-Medical Waste shall also carry a register with him to maintain the
record such as name of the generation point, type and quantity of waste received, signature of the authorized person (I/C sister of the ward), day and time of collection, etc. 14. It is the responsibility of the Outsourcing agency to place fresh bio degradable poly bags daily in all the coloured coded bins immediately after collection of the waste is over. Or else provide another set of Colour Coded bins to be replaced each day to facilitate segregation and collection that means one set is kept and another set is taken (entire Bucket Itself with Cover) for treatment and disposal and replaced the next day with autoclaved once. 15. The collection and transportation of bio-medical waste shall be carried out in a manner so as to avoid any possible hazard to human health and environment. The timing of collection of the waste can be fixed before 8 AM in the morning and 6 PM in the evening after discussion with the waste management committee of the concerned hospital. 16. The Bio-Medical Waste collected in Poly bags /Containers shall be transported to the nearest BMW Management unit located off site at CBTF or onsite at DHH, DEOGARH in a fully covered vehicle. Such vehicle shall be dedicated for transportation of Bio Medical Waste only and provided by the outsourcing Agency. 17. The outsourcing agency shall collect the Bio-Medical Waste from the Storage area of the Hospitals in a specified Vehicle and the respective Hospital CDMO/ ADMO (Med)/MO I/C CHC shall pay the requisite Outsourcing fee as finalised in the tender process for the BMWM services, besides the rate approved for management of Bio-Medical Waste on bed basis. 18. The bio medical waste collected in coloured biodegradable Poly bags/ containers shall be transported to the CBWTF onsite or off site in a fully covered vehicle. Such vehicle shall be dedicated for transportation of bio medical waste only. Depending upon the volume of the wastes to be transported, the vehicle may be a three wheeler, LMV or Heavy Duty vehicle. In either case, the vehicle must possess the following: Separate cabins shall be provided for driver / staff and the bio medical waste containers. The base of the waste cabin shall be leak proof to avoid pilferage of liquid during transportation. The waste cabin may be designed for storing waste containers in tiers. The inner surface of the waste cabin shall be made of smooth surface to minimize water retention. The waste cabin shall have provisions for sufficient openings in the rear end / or sides so that waste containers can be easily loaded or unloaded. The vehicle shall be labelled with the bio medical waste symbol (as per the Schedule III of the Rules) and should display the name, address and telephone number of the CBWTF. 19. Depending upon the area to be covered under the BMWTF, the route of transportation shall be worked out. The transportation routes of the vehicle shall be designed for optimum travel distance and to cover maximum number of health care units. As far as possible, the transportation shall be carried out during non peak traffic hours. It shall be ensured that the total time taken from generation of bio medical waste to its treatment, which also includes collection and transportation time, shall not exceed 48 hours. For collection of Wastes from CHCs of DEOGARH to the DHH, DEOGARH; it should be kept in mind to minimise the km i.e the routes should be justified in such a way that the vehicle covers maximum to maximum health institutions on its route in any direction. The Route Chart is fixed which is to be mentioned in financial bid.
20. As per the provisions of Biomedical Waste (Management and handling) Rules 1998, waste falling in most of the categories can be treated in systems based on non burn technologies. Such waste account for about 90% of the total waste streams in a health care unit. It is mandatory to impart incineration/ deep burial (depending upon the population of town) to anatomical and other types of waste falling under categories 1 and 2. Therefore an incinerator of adequate capacity to cater only categories 1 and 2 waste shall be installed (if secured landfill is not available, category 5 may also be incinerated.) The waste falling under category 5 i.e. discarded medicines, cytotoxic drugs (to be returned to central ware house by the District Health authority) while category 10 i.e. chemical wastes (solid) can be disposed in a secured landfill. 21. Outsourcing Agency will be responsible for collection, transportation, dispose of general waste by coordination with the concerned Municipality/ NAC. 22. A Bio medical Waste Treatment Facility(BWTF) Off site/onsite shall have following treatment facilities: 1. Incinerator must be available with CBMTF managed by Outsourcing agencies only at Offsite campuses following all Rules and Regulations of BMW (M&H) Rules 1998 & authorised by SPCB only. NO INCINERATOR to be operationalized inside the premises of a DHH/CHC. In case of non availability of Incinerator Deep burial pit must be available near to DHH/ CHC. 2. Autoclaving/ Microwaving/ Hydroclaving: Autoclaving is a low heat thermal process where steam is brought into direct contact with waste in a controlled manner and for sufficient duration to disinfect the wastes. For ease and safety in operation, the system should be horizontal type and exclusively designed for the treatment of bio medical waste. For optimum results, pre vacuum based system be preferred against the gravity system. It shall have tamper proof control panel with efficient display and recording devices for critical parameters such as time, temperature, pressure, date and batch number etc. In microwaving, microbial inactivation occurs as a result of the thermal effect of electromagnetic radiation spectrum lying between the frequencies 300 and 300,000 MHz. Microwave heating is an inter molecular heating process. The heating occurs inside the waste material in the presence of steam. Hydro claving is similar to that of autoclaving except that the waste is subjected to indirect heating by applying steam in the outer jacket. The waste is continuously tumbled in the chamber during the process. Though chemical disinfection is also an option for the treatment of certain categories of bio medical waste but looking at the volume of waste to be disinfected at the CBWTF and the pollution load associated with the use of disinfectants, the use of chemical disinfection for the treatment of bio medical waste at CBWTF is not recommended. iii) Shredder: Shredding is a process by which waste are deshaped or cut in to smaller pieces so as to make the wastes unrecognizable. It helps in prevention of reuse of bio medical waste and also acts as identifier that the wastes have been disinfected and are safe to dispose off. A shredder to be used for shredding bio medical waste shall confirm to the following minimum requirements: The shredder for bio medical waste shall be of robust design with minimum maintenance requirement. The shredder should be properly designed and covered to avoid spillage and dust generation. It should be designed such that it has minimum manual handling. The hopper and cutting chamber of the shredder should be so designed to accommodate the waste bag full of bio medical waste. The shredder blade should be highly resistant and should be able to shred waste plastics such as catheters, tubings, IV sets/ plastic bottles, blood bags, gloves, etc.
It should be able to handle/ shred waste, especially after microwave/ autoclave/ hydroclave. The shredder blade shall be of non corrosive and hardened steel. The shredder should be so designed and mounted so as not to generate high noise and vibration. If hopper lid or door of collection box is opened, the shredder should stop automatically for safety of operator. In case of shock loading (non shred able material in the hopper) there should be a mechanism to automatically stop the shredder to avoid any emergency/ accident. In case of overload or jamming, the shredder should have mechanism of reverse motion of shaft to avoid any emergency/ accident. The motor shall be connected to the shredder shaft through a gear mechanism, to ensure low rpm and safety. The unit shall be suitably designed for operator safety, mechanical as well as electrical. The shredder should have low rotational speed (max. 50 RPM). This will ensure better gripping and cutting of the bio medical waste. The discharge height (from discharge point to ground level) shall be sufficient (Minimum 3 feet) to accommodate the containers for collection of shredded material. This would avoid spillage of shredded material. The minimum capacity of the motor attached with the shredder shall be 3KW for 50 KG/Hr, 5KW for 100 KG/Hr and 7.5KW for 200 KG/Hr and shall be three phase induction motor. This will ensure efficient cutting of the bio medical waste as prescribed in the BMW (H&M) Rules 1998. iv) Sharp pit/ Encapsulation: A sharp pit or a facility for sharp encapsulation shall be provided for treated sharps. An option may also be worked out for recovery of metal from sharps in a factory. Mechanisms may be present for recycle of Sharps and Metals. V) Vehicle/ Container washing facility: Every time a vehicle is unloaded, the vehicle and empty waste containers shall be washed properly and disinfected. It can be carried out in an open area but on an impermeable surface and liquid effluent so generated shall be collected and treated in an ETP (Effluent Treatment Plant). The impermeable area shall be of appropriate size so as to avoid spillage of liquid during washing. 23. The contractor/ outsourcing agent shall maintain all the records related to bio medical waste management of all the units covering. Daily records shall be maintained for the waste accepted and treated waste removed from the site. This record shall include the following minimum details: Waste Accepted: Waste collection date & time, Name of the health care unit, waste category as per the rules, quantity of the waste, vehicle number and receiving date (at site). Treated waste removed: Date, treated waste type, quantity, vehicle number and location of disposal. Log book: A log book shall be maintained for each treatment equipment installed at the site and shall include the following: o The weight of each batch. o The categories of waste as per the rules. o The time, date and duration of each treatment cycle and total hours of operation.
o The complete details of all operational parameters during each cycle. o Site records: Site records shall include the following: o Details of construction or engineering works. o Maintenance schedule, breakdowns/ trouble shootings and remedial actions. o Emergencies o Incidents of unacceptable waste received and the action taken. o Details of site inspections by the officials of the regulatory agency and necessary action on the observations. o Daily, monthly and annual summery records of all the above shall be maintained and made available at the site for inspection whenever required by an authorised officer of regulatory agency. N.B: The Outsourcing Agency has to take signature of the ADMO (M)/ Hospital Manager/Sister In charge in all the daily collection reports failing which payments will not be made. 24. The District Head Quarter Hospital is presently having an Autoclave & Shredder machine in functional condition and containment area having deep burial pits and Sharp pits. The Outsourcing agency has to take over the plant after signing the MOU with the Hospital authorities. It is the responsibility of the OS agency to maintain the BMW equipments in proper running condition as per the standards. 25. The Outsourcing Agency will have to provide all personal protective material to handlers of BMW like-apron, Gun Boot, Mask, Cap, Goggles, rubber Utility Gloves and provide Hepatitis B, TT Injection as per requirement to its Outsourcing staffs. 26. Manpower engaged by the Service Provider should not claim any type of compensation/ absorption/ regularisation/ benefit (Health related also) of service from this office under Industrial Dispute act, 1947 & Contract Labour Act 1970. 27. The manpower of the outsourcing agency should not consume alcohol, betel, smoking during the duty hour or show any inappropriate behaviour at the work place. 28. This office (DHH/ CHC of DEOGARH) will maintain attendance register. The agency will have to prepare duty list, route chart & submit to the office as mentioned above in the last week for next month. Absence from duty is not allowed at any cost. However, the agency should have to make alternative arrangements with due approval by the concerned Authority. 29. After the allotment of the work, the said contractors shall have to sign an MOU with the concerned authority regarding the detail scope of services to be executed. 30. The said contract will work initially for a period of one year from the date of agreement that will be extended for one year further if found satisfactory by the District Bio Waste management committee. During this period if at any point of time, the Hospital Authority finds noncompliance& quality of the assigned work, the said contractor will be served with a notice period of one month and if non-compliance continues, the said contract will be cancelled and new Outsourcing agency will be assigned with the said services. 31. After allotment of the order by the district Health authority, the Outsourcing agent shall execute the service within 20 days of the issue of letter. 32. The Outsourcing agent has to sign a Memorandum of Understanding (MOU) with the District Headquarter Hospital, DEOGARH & all CHCs of DEOGARH within one month of issue of valid orders.
33. The final monthly triplicate bill will be submitted along with the consolidated report & monthly waste report on 1 st week of each month to the DHH/ CHC Health authority as per decision of the District Bio-Medical waste management Committees.. 34. Besides, the Outsourcing agency has to submit Monthly Progress Report/Status report duly signed by the Hospital Manager / Block Programme Manager with remarks to the MO I/C; ADMO(Med); ADMO PH;CDMO, DEOGARH as the case may be without fail. Thereafter, consecutive steps may be initiated for cancellation of the Contract with the Agency and the same work may be allotted to another agency. 35.The Outsourcing Agency shall be under the Administrative Control of the CDMO/ADMO(Med)/ ADMO PH/ MO I/C and the work will be supervised by the Nodal Officers/ Hospital Managers /BPM/ Matrons/Bio-Medical waste management Committee Chairman or Vice Chairman. 36. All the legal disputes are subject to the jurisdiction of DEOGARH only. 37. Preference will be given to the local / nearby agency. 38. The agency will ensure refresher training to concerned Medical and Paramedical staffs of the institution for proper segregation of different type of waste/operating the Auto Clave & Shredder at DHQ by its staffs with appropriate and up to date training. 39. The agency has to follow the Bio Medical Waste management & Handing Rule 1998 strictly.the agency will comply with all the reports related to pollution control board as per norms in time. PENALTY 40. In case of deficiencies in providing quality service, the District Health authority will have the right to impose penalty as per decision of the Committee which shall be deducted from the monthly bill. FINANCIAL 41. The Technical Bid should be accompanied with an Earnest Money Deposit (EMD), refundable without interest of Rs.5000/- (Rupees Five Thousand) only in the form of DD/Bankers Cheque of State Bank of India, in favour of the Rogi Kalyan Samiti, DHH, DEOGARH, failing which, the tender shall be rejected out rightly. 42. The EMD in respect of the agencies, which do not qualify the Technical Bid (First Phase) / Financial Bid (Second Competitive phase) shall be returned to them without any interest. In case of Successful Tenderer, if the agency fails to deploy the manpower to execute the work within 30 days from the date of placing the Order, the EMD shall stand forfeited without any further notice. 43. Performance Security shall be 5% of annual contract value. The successful bidder shall deposit the balance amount (after adjustment of EMD) towards performance security in the form of Demand Draft (DD) from State Bank of India, in favour of RKS, DHH, DEOGARH, payable at DEOGARH/ Concerned CHC of DEOGARH institution wise within 21 days of notification of award or execution of contract, whichever is earlier.
NB: All the documents submitted shall be consecutively numbered having signature with official seal of the authorized signatory on each page and total number of pages shall be mentioned on the top sheet duly authenticated by the authorized signatory. Otherwise any lapses in number of pages enclosed, the authority will not held responsible. APPLICATION FORM FOR UNDERTAKING BMWM OUT SOURCING SERVICES NAME OF THE AGENCY ADDRESS WITH PHONE NUMBER STATUS OF THE AGENCY ATTACHED SUPPORTING DOCUMENTS NUMBER OF EMPLOYEES ON ROLL WORKING EXPERIENCE IN THE RELATED FIELD (IF ANY SPECIFY) IMPLEMENTATION PLAN (DOCUMENTD TO BE ENCLOSED) INDICATORS OF ACHIEVEMENT Supporting Documents to be attached 1. Supporting documents with regards to status of the agency. 2. Implementation plan 3. Service Tax Registration Number with last paid date. 4. Labour licence certificate 5. Copy of valid EPF, PAN No. & VAT. 6. Years of Experience in BMW Management Service with proofs from appropriate authority. 7. Performance Indicators of achievement Date Place Authorized Signatory
1. FORMAT FOR TECHNICAL BID FOR OUT SOURCING OF BIOMEDICAL WASTE MANAGEMENT SERVICEs NAME & ADDRESS OF THE ORGANISATION/AGENCY SL NO CRITERIA PARTICULARS 1 Organisational constitution proof of registration 2 Years of experience if any 4 No of assignments Finished Current assignment in hand 6 Valid labour license 7 Tin allotted certificate 8 Income/solvency proof of last 3 years (fy 2012 13,2013 14 &2014 15) audited profit & loss a/c & balance sheet with IT return copy of above years. 9 Pan card 10 Vat clearance certificate 11 Document in support of experience 12 DOCUMENT IN SUPPORT OF HANDLING TYPES OF BMW EQUIPMENTS/INSTRUMENTS if any. 13 BANK DRAFT OF RS 2000/ in favour of RKS, DHH, DEOGARH towards tender paper cost. 14 EMD OF RS 5000/ in favour of RKS, DHH, DEOGARH (Three Thousand only) All the supporting documents should be enclosed for above requirements. Date Place Authorized Signatory
2. FORMAT FOR FINANCIAL BID FOR OUT SOURCING OF BIOMEDICAL WASTE MANAGEMENT SERVICE Name & Address of the Organization /Agency/NGO Sl. No. Particulars Rate in Rs 01 Charges per Bed per Day including Poly bags & other consumables at DHH, DEOGARH. 02 Transportation Charges (Rupees/K.M/trip) for Lifting BMWs from CHCs to DHH, DEOGARH in following routes. a. DHH Barkote Bamparda DHH (90 km) b. DHH Tileibani DHH (30 km) c. DHH Chhatabar DHH (70 km) Total (In Words ) (Taxes Applicable as per Govt. Norms) Date Place Authorized Signatory NOTE: The Hospital also reserves the right to accept or reject summarily any or all the tenders without assigning any reason whatsoever. The Bidders may download the Tender Documents directly from the Website www. deogarh.nic,in from Dt. 14.03.2016 to Dt. 28.03.2016. The Tender cost fee of Rs.2000/ (Non refundable) by way of separate Demand Draft drawn in favour RKS, DHH, DEOGARH should be enclosed along with the Technical Bid.
3. OFFICE OF THE CHIEF DISTRICT MEDICAL OFFICER, DEOGARH, ODISHA Tender No: RKSDHH/ / Dated: 14.03.2016 Notice for Invitation of Tender for BMW Management in District Head Quarters Hospital, DEOGARH & Other CHCs with Sanctioned Bed Strength Date for Availability of Tender in the website www. deogarh.nic.in Date for Pre-bid discussion : 14.03.2016 to 28.03.2016 : 22.03.2016 11 A.M. Last Date for Submission of Tender Place of Opening Tender Address for submission Earnest Money Deposit Signing of MoU/Agreement Date & Time of Opening of Tender : 28.03.2016 up to 05.00 PM : Decided at pre-bid discussion : Chief District Medical Officer DEOGARH- 768108, Odisha. : Rs. 5000/- : 30 Days from the date of issue of Work Order. : 29.03.2016 11 A.M.
FOLLOWING DOCUMENTS MUST BE REQUIRED: SN Information with Documents 01 Valid Labour License by concerned District Labour Officer 02 Valid Registration number with date of voluntary Organisation / Society / Firms if any 03 Valid Pollution Control Board License / approval with date 04 Valid EPF Registration certificate 05 PAN of Organisation with Income Tax Clearance Certificate 06 Valid VAT Clearance Certificate 07 EPF Returns / Challans 08 Last Three years Audit Report 09 Bye Law of the Organisation / Firms if any 10 Service Tax Registration Number 11 Experience Certificate on providing of BMWM services 12 Supporting documents with regards to Status of Agency 13 14 15 EMD(Refundable) Rs.5,000/ shall be enclosed with the tender paper in shape of Demand Draft in favour of Rogi Kalyan Samiti, DHH, DEOGARH from State Bank of India payable at DEOGARH along with Technical Bid. Tender Cost (Non Refundable) Rs.2,000/ shall be enclosed with the tender paper in shape of Demand Draft in favour of Rogi Kalyan Samiti, DHH, DEOGARH from State Bank of India payable at DEOGARH along with Technical Bid. Court Affidavit with regard to self declaration (i.e. the agency has not been derecognized / black listed by any State Govt. / Union Territory / Govt. of India / Govt. organization / Govt. Health Institutions for outsourcing of B.M.W.M. services and no criminal proceeding is pending against them.) 16 Signed & Sealed Tender Paper